Completing hard copy documents

Completing hard copy documents (and moving beyond paper)

For most people, hard copy documents are now the exception, not the norm. The vast majority of government services are online, and our everyday tools have improved so much that printing, scanning, and retyping information should rarely be necessary.

Why moving away from paper makes work easier

Hard copy documents often create extra work, for example:

• repeating the same information in multiple places
• needing to scan, store, and find the right version later
• delays caused by someone needing to physically handle a document
• errors introduced when handwritten notes are typed up again

Digital capture tends to be faster, easier to share, easier to track, and easier to improve over time.

The easiest step up: use a List with a simple form

If your paper document is mainly “collecting information”, a great next step is Microsoft Lists (or a SharePoint list), with a form-style way to submit information.

A List gives you:

• a structured place to store information (like a table)
• the ability to sort, filter, and track status
• a shared view so colleagues can see progress without emailing spreadsheets around

To get started, this Microsoft support page is a helpful, plain‑English guide: Microsoft Lists help & learning

Microsoft has also introduced a modern “forms experience” for Lists, designed so people can submit information via a link without needing to work directly in the list itself.

Good examples of paper-to-list swaps

• Visit notes (date, location, who you met, key points, follow‑ups)
• Simple requests (what’s needed, priority, deadline, who owns it)
• Equipment checks / inspections
• Basic logs to track work (high level tracking, not specialist case systems)

If you still must use paper: use Copilot to reduce the effort

Sometimes you genuinely do have to complete a hard copy document. If that happens, you can still reduce the time and friction.

A practical approach is:

1. Take a clear photo of the document (or scan it).
2. Upload the image into Copilot, then ask Copilot to help you draft the answers.
3. Review and amend, then copy the final answers into the hard copy document.

Microsoft Copilot supports uploading images into a chat and then asking questions about what is in the image (for example, asking Copilot to describe, summarise, or extract information).
Microsoft also describes using a phone image with Copilot as helpful for tasks like transcribing handwritten notes and transforming analogue content into digital output.

Tip: Always treat Copilot output as a draft. You remain responsible for checking accuracy, especially where the document is formal, legal, or sensitive.

A more guided option (usually needs help from your IT or digital team): Power Apps

Sometimes paper forms feel “easy” because they’re flexible: tick boxes, conditional sections, different layouts for different scenarios.

When a simple List form isn’t enough, the next step is often a Power App, which can provide a more guided and tailored experience, for example:

• a clearer step‑by‑step flow
• screens that adapt based on what someone selects
• a mobile‑friendly experience for use out and about

What is Power Apps (in simple terms)?
Power Apps is a low‑code platform for building custom business apps that connect to organisational data (including Microsoft 365 and SharePoint). Apps can run in a browser and on mobile devices.

Important note: In most organisations, Power Apps sits within governance, data handling, and support arrangements. So while you may spot an obvious use case, you will usually need help from your IT or digital team to get it built and supported in the right way. (That is a good thing, it helps make sure it is secure and sustainable.)

More detail here if useful: What is Power Apps?.

Guidance for IT and digital teams: when to consider Dataverse (Teams Dataverse or full Dataverse)

If your organisation is moving beyond simple data capture and you need more “system-like” capability (for example relational data, structured governance, and a platform approach), Dataverse is often part of the conversation.

Dataverse for Teams (a common starting point in Teams)
Microsoft Dataverse for Teams provides a built‑in, low‑code data platform inside Microsoft Teams, including relational data storage, enterprise-grade governance, and one‑click deployment of solutions within Teams.
Overview: Microsoft Dataverse for Teams overview.

Full Dataverse (wider platform capability)
Dataverse is the broader data platform used across the Power Platform, designed to securely store and manage data used by business applications.
Overview: Dataverse documentation.

Key message for colleagues raising an idea: If the right answer looks like “a Power App with Dataverse”, that is a strong signal to bring IT or your digital team in early, so it can be delivered with the right controls and support model.

Key message

Paper processes are increasingly a thing of the past. In most cases, there are better ways to work using the tools you already have, and the first step is often much simpler than people expect.

Change can be hard, and that is normal

Change can feel disruptive, especially when people are busy and processes are linked to risk, compliance, and service delivery. We recognise that, and it is why WeChange.AI supports organisations at scale to utilise technology more effectively in a practical, people-centred way.
Reducing typing and copying is often one of the quickest ways to remove avoidable admin, reduce errors, and free up time for the work that matters most

Support available through WeChange.AI

This page is part of a wider set created to help WeChange.AI customers spot practical ways technology can support everyday tasks, often using tools they already have. We bring this to life through Navigator (in-context recommendations) alongside regular skilling, Microsoft resources, and clear, practical guidance for all roles. If you would like to commission WeChange.AI to support your organisation, please contact the WeChange.AI team.